How Dealer-FX Saved 10 Hours Per Week with Kolleno

About Dealer-FX

Founded in 2007 and headquartered in Toronto, Canada, Dealer-FX helps dealerships run smoother. But behind the scenes, its own finance team was stuck in the slow lane. 

The company powers digital service lanes and workflow automation for dealerships across North America. However, while its technology modernizes auto service centers, its accounts receivable processes were anything but modern.

The Challenges

Before transitioning to Kolleno, Dealer-FX used numerous spreadsheets and an alternative accounts receivable tool, neither of which integrated with their ERP system, NetSuite. This lack of integration caused delays in issuing and receiving invoices, leading to late payments. Communication was inconsistent, making it difficult for clients to remember their payment obligations. Moreover, the absence of a centralised system hindered the finance team’s visibility of their accounts receivable, and hence their ability to effectively manage their outstanding invoices.

1. Lack of Integration with NetSuite

Dealer-FX relied on NetSuite as its ERP, but its existing accounts receivable system didn’t integrate seamlessly. Financial data had to be manually entered and updated. This created errors, inconsistencies, and unnecessary delays. Without real-time synchronization, tracking outstanding invoices and reconciling payments became a time-consuming process.

According to the company’s Head of Finance, “Before Kolleno, we had no integration into our financial systems. This caused issues with invoices and payments.” 

2. Manual Collections Processes 

The finance team relied on spreadsheets and outdated accounts receivable tools to track overdue accounts. Without an automated collections workflow, reminders were often sent late, inconsistently, or missed entirely. This led to delayed payments, increased outstanding balances, and a growing administrative burden on the team.

3. Limited Visibility into Outstanding Payments

Customers had little visibility into what they owed, resulting in missed or delayed payments. Invoices were sent, but clients couldn’t easily track outstanding balances or payment history. Lacking a self-service portal or automated reminders, the collections team had to manually follow up on each overdue invoice.

4. Time-Consuming Manual Reconciliation

With payments coming in from multiple sources, reconciliation required hours of manual effort. The finance team had to cross-check invoices, verify payment amounts, and update records manually—a process that was both slow and prone to errors.

These inefficiencies delayed collections, strained cash flow, and increased the administrative burden on the finance team. Dealer-FX needed a modern, automated solution that could streamline accounts receivable, eliminate manual work, and integrate with NetSuite.

The Solution

Why Kolleno Accounts Receivable Management?

Dealer-FX needed more than just an invoice tracking tool. The company required a fully automated AR management platform that could:

– Integrate seamlessly with NetSuite  to eliminate manual data entry.

– Automate collections workflows to ensure timely follow-ups and reduce overdue balances.

– Provide centralized collections task management to track outstanding invoices efficiently.

– Automate reconciliation  to save time and improve accuracy.

After evaluating options, Kolleno stood out as the clear choice. Its AI-powered automation, NetSuite integration, and real-time financial visibility addressed Dealer-FX’s biggest pain points.

Seamless Integration with NetSuite

Before Kolleno, Dealer-FX’s finance team battled data inconsistencies and inefficiencies. Without direct integration with NetSuite, payments had to be entered, reconciled, and updated manually—leading to delays, errors, and extra admin work. Tracking outstanding balances across multiple systems was messy. The team often worked with outdated or incomplete data.

Kolleno changed that instantly. Its built for NetSuite-certified integration synced invoices, payments, and customer records in real time. No more manual updates. The moment a customer made a payment, it was automatically recorded in both Kolleno and NetSuite, keeping financial data accurate and up to date.

Reconciliation became effortless. Kolleno’s AI-powered matching engine identified and allocated payments—even when references weren’t perfectly aligned. Instead of sifting through records, the team could trust automation to handle the heavy lifting.

With a fully integrated AR system, Dealer-FX eliminated data silos, improved accuracy, and freed up hours of admin work. The finance team now has real-time visibility into outstanding invoices and cash flow, making forecasting and decision-making far easier.

AI-Driven Collection Workflows 

Before Kolleno, Dealer-FX’s collections process was messy and reactive. The finance team relied on spreadsheets and manual follow-ups, struggling to track overdue invoices. Payment reminders were inconsistent—some late, some missed entirely—causing delays, missed payments, and cash flow uncertainty. With no automation, overdue balances kept climbing.

Kolleno changed that overnight. AI-driven workflows now handle 80% of outbound payment reminders automatically. Follow-ups are sent at the right time via email, SMS, or in the customer payment portal—ensuring consistent, professional outreach. Customers don’t have to dig through old invoices or chase account statements. They get real-time reminders with direct payment links, making it easy to pay on time.

Late payments no longer slip through the cracks. Kolleno’s smart escalation rules adjust follow-ups based on customer payment history and response behavior. Urgent cases get flagged for human intervention, so the finance team focuses on high-priority accounts instead of manually chasing every overdue invoice.

“Our clients receive clear, structured payment reminders, while the finance team no longer wastes time chasing payments manually. The process is so much more efficient and effective than before”, explains the Head of Finance.

Payments now arrive faster. Overdue balances have decreased. Best of all, the finance team spends less time on repetitive tasks. Dealer-FX has shifted from a reactive, manual collections process to a fully automated, proactive approach, improving both cash flow and customer relationships.

Centralized Collections Task Management

Before Kolleno, Dealer-FX’s collections team worked in silos. They typically used spreadsheets and disconnected systems to track overdue invoices. There was no centralized place to view customer balances, track follow-ups, or prioritize overdue accounts. As a result, reminders were often sent late or missed entirely. Worse still, multiple team members would sometimes follow up on the same account, creating confusion and inefficiencies.

Thanks to Kolleno’s centralized collections task management, all outstanding invoices, customer interactions, and follow-ups are now organized in a single dashboard. The system automatically prioritizes overdue accounts. It assigns tasks to the right team members based on invoice amount, due date, and customer payment history. This ensures that high-risk accounts receive immediate attention, while routine follow-ups happen on autopilot.

Kolleno’s task management system also enables seamless collaboration within the finance team. Notes from previous interactions are logged and accessible, meaning team members always have full context when engaging with customers. Automated reminders and escalation triggers prevent follow-ups from being forgotten, significantly reducing overdue balances and improving cash flow predictability.

According to the Head of Finance, “Kolleno has completely changed how we track overdue invoices. Everything is centralized, nothing gets missed, and our team is working far more efficiently.”

With a structured and automated collections process, Dealer-FX’s finance team has eliminated inefficiencies, reduced manual workload, and improved overall team productivity. The team are no longer reacting to overdue payments. Instead, they proactively manage collections with a data-driven, strategic approach.

Automated Reconciliation

Before Kolleno, Dealer-FX’s finance team spent hours manually matching payments to invoices. Payments came in from multiple sources—credit cards, bank transfers, and digital wallets. Unfortunately, this meant that reconciliation was a slow and error-prone process. 

Missing references, partial payments, and bank processing delays often caused mismatches. The result? The team had to manually verify and correct records. This process drained valuable time and opened the door to financial inconsistencies.

With Kolleno’s AI-powered reconciliation system, payment matching is now fully automated. The platform intelligently identifies, categorizes, and applies incoming payments—even when invoice references are missing or payment amounts don’t perfectly align. Instead of sifting through spreadsheets, the finance team now sees reconciled transactions in real time, reducing errors and speeding up financial close cycles.

Kolleno also streamlines the resolution of payment discrepancies. If an invoice is overpaid, underpaid, or disputed, the system automatically flags the issue and assigns a task to the right team member, ensuring quick resolution. No more back-and-forth emails and manual tracking. Instead, Dealer-FX can maintain accurate, up-to-date financial records without unnecessary delays.

“We used to spend hours reconciling payments manually. Now, everything is automated, which saves us about 10 hours per week”, adds the Head of Finance. 

The Onboarding Experience

Dealer-FX anticipated a complex and time-consuming implementation process, especially given the size of its operations and reliance on NetSuite. However, Kolleno’s intuitive setup and expert support team made the transition seamless and stress-free. Within weeks, the platform was fully integrated within their tech stack.

“We expected integration to be complex, but Kolleno made it simple. It was click-and-install, fast, and seamless”, says the Head of Finance. Kolleno’s two-way sync with NetSuite ensured that invoices, payments, and customer records were instantly updated—eliminating manual data entry and reconciliation errors. The team received step-by-step guidance, and the platform’s user-friendly interface meant minimal training was needed.

Within days of going live, Dealer-FX’s finance team saw the impact. Automated workflows took over collections follow-ups, outstanding accounts were easily tracked in a centralized dashboard, and reconciliation no longer drained hours of valuable time.

The Impact

The results were immediate. Since adopting Kolleno, Dealer-FX has seen dramatic improvements in financial operations:

• 2x increase in collections within 30 days overdue
• 10 hours saved weekly due to automation
• 97% of invoices collected on time

Before, chasing overdue invoices, manually reconciling payments, and tracking outstanding balances consumed hours each week. Now, automation handles these tasks, freeing the team to focus on more strategic work.

With AI-driven workflows ensuring timely follow-ups, payments now arrive on time without constant manual intervention. Customers receive structured, professional reminders through their preferred channels, making payments seamless and reducing friction in the collections process. The finance team no longer spends time crafting emails or making repetitive phone calls—Kolleno does the heavy lifting.

The integration with NetSuite has also been a game-changer. Payments, invoices, and customer records update automatically, ensuring data accuracy across all systems. Gone are the days of cross-checking spreadsheets or dealing with missing payment records. The team now has complete visibility into cash flow and outstanding balances, allowing them to make informed financial decisions with confidence.

“Kolleno has completely changed how we manage accounts receivable. Everything is automated, our team is more efficient, and we now have real-time visibility into payments.”

– Walter Frese, Sr Director of IT at Dealer-FX

Ready to Transform Your Collections Process?

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